What is SignSpace?

SignSpace is a business platform for digital signing and collaboration within and between organisations. SignSpace allows organisations to share, refine, approve and organise any digital content in a secure way. Various message types; such as text messages, tasks and signing requests can be freely combined within a thread, which is a container for cognate information. Instead of predefined end-to-end workflows, SignSpace provides flexibility to have your unique workflow built as collaboration happens.

SignSpace allows organisations to collaborate around a business need; such as contract signing, project task or purchase approval. Initiator of a new thread may choose to allow anyone to share the thread to new members, allow sharing only within user's own organisation or keep all the sharing in his/her control.

Developer friendly SignSpace API makes it possible to have your business systems and company active directory integrated to SignSpace.

Can I participate in the pilot?

SignSpace is released for pilot use in October 2017. This is a pre-release version of the service. The pilot implementation demonstrates user experience for the business collaboration, digital signing, task management and document archiving. The pilot version has the most central components in place, but the service is not capable of producing trustworthy digital signatures until released to production in 2018.

3rd party service providers can start integrating SignSpace into their business applications via SignSpace API during the pilot phase, so that their applications are ready once the software becomes available to the public.

During the pilot, the service is intended primarily for companies operating in the building and construction industry in Finland. Companies participating in the pilot may take the service in a limited production use. These companies are requested for user feedback and input about their own best methods and practices.

SignSpace use is free of charge during the pilot.

GET STARTED

Access SignSpace

SignSpace is a web-based service platform. You can access SignSpace on the Internet or on your Android and iOS mobile device browser. The supported browsers are: Chrome, Safari, Firefox and Edge.

Private user vs organisation user

If you sign up to SignSpace yourself, you will become a private user. As a private user you will be able to start using SignSpace, however with limited functionality. You will be able to:

• access any messages posted to a conversation to which you have been invited
• reply to any of these messages with a new message or task
• complete any tasks or signing requests assigned to you

As a private user you will not be able to create new signing requests and create new conversation threads. To do that, you will need to become an organisation user.

You become an organisation user by connecting your SignSpace email (the email you signed-up with) to an organisation account. Your organisation might already be registered in SignSpace - in such case, find your organisation by organisation number and request access to the organisation account. If you are the first person from your organisation, you may register your organisation in SignSpace - you will acquire a paid license (free during pilot) and become the administrator for your organisation. When you are an organisation user, all the non-private messages you have access to, become part of the information owned by the organisation.

If you sign-up to SignSpace by using email invitation from your organisation, you will be guided through the process to become an organisation user and will have full access to all SignSpace functionality once your organisation has acquired a paid license for you (free during pilot). When you are an organisation user, all the non-private messages you create or have access to, are part of the information owned by the organisation.

If you signed up to SignSpace yourself and then received email invitation from your organisation, follow the email invitation link and you will be guided through the process to become an organisation user. Pay close attention to the instructions on screen - if you are asked to register once again, do not fill the registration form, but choose the option to log in with your existing private account. When you are an organisation user, all the non-private messages you create or have access to, are part of the information owned by the organisation.

Sign up by yourself

Sign up to start using SignSpace. Begin the registration process by filling your user details and setting up a password. National identity number is required to verify your identity by your bank or Mobile ID. SignSpace is built to comply with EU data protection regulation and your personal data is securely stored.

Accept the general terms of use before being able to proceed with the registration.

Proceed with the registration by signing in with you email address and previously created password.

Verify your email address by clicking the "Finish registration" link on the email sent to your inbox.

NOTE: Sometimes messages sent from SignSpace are filtered to "Trash" instead of "Inbox". Check your email "Trash" folder in case you do not receive verification email.

Complete registration by verification of your identity with bank ID. The national personal ID, that you enter at this step must match the one provided in initial registration form.

After successful authentication you are directed to SignSpace main view and you can start using SignSpace. You are now a private account user in SignSpace and will have access to limited functionality until you become an organisation user with a paid lisence (free during pilot).

Sign up with company invitation

When your company registers to SignSpace, your company administrator invites employees to join SignSpace. Click the button in your email invitation.

In the registration form email address will already be prefilled. Fill in your user details and create a password. National identity number is required to verify your identity by your bank or Mobile ID. SignSpace is built to comply with EU data protection regulation and your personal data is securely stored.

Accept the general terms of use before being able to proceed with the registration.

NOTE: If you already have another SignSpace account, do not try to register again. Simply log in with your existing SignSpace account (as instructed in the blue note at the top of the screen) and our system will take care of the rest.

Proceed with the registration by signing in with you email address and previously created password.

Complete registration by verification of your identity with bank ID. The national personal ID, that you enter at this step must match the one provided in initial registration form.

After successful authentication you are directed to SignSpace main view and you can start using full functionality of SignSpace. You are using SignSpace as an organisation user - the email you used to register is linked to the organisation, which sent you the invitation and you are now representing that orgnisation on SignSpace.

Connect to organisation

If you signed up to SignSpace by yourself (without company invitation), but your company is already registered on SignSpace, to access full SignSpace functionality and to start representing your company, connect to your organisation.

In SignSpace administration page (accessible under Settings), follow the step-by-step guide: select email you want to connect to organisation, then enter organisation details and click "Continue".

If your organisation is on SignSpace, you will be able to request access to it.

Your organisation account administrator will receive email notification about your access request. As soon as administrator grants you access, you will become the organisation user.

If your organisation is not found on SignSpace, you need to proceed with organisation registration.

Register your organisation

If you are the first representative of your organisation and would like to register it on SignSpace, use the SignSpace administration page (accessible under Settings) for connecting to organisation. Follow the step-by-step guide: select email which represents the organisation you want to register, then enter organisation details and click "Continue".

Once search confirms that company is not yet registered, you will be provided with a registration process. Follow the process steps to provide company details and contact details. At the 3rd step you will be informed about future pricing for SignSpace. During the pilot all plans are free, however towards the end of the pilot you will have 30 days to order a paid plan and setup invoicing details if you wish to continue using unlimited features of SignSpace.

You will be asked to provide a contact email where you will be informed about the approaching end of pilot.

Once you create organisation account, your email is connected to this organisation account and you are representing your organisation on SignSpace. You are now the organisation administrator on SignSpace and may onboard your organisation to use SignSpace.

Onboard your organisation

In order to fully use SignSpace features setup the following for your organisation:

• Create user accounts for all your organisation users - email invitations will be sent to them to complete registration process.
• Create your organisation spaces with appropriate access levels for grouping conversations and allow user access to the spaces.

ADMINISTRATION

Invite new users to your organisation

Organisation administrators are able to invite new organisation users. For other users this functionality is not available.

New users are invited in SignSpace administration page (accessible under Settings).

Select your organisation from the Organisations list and click "+ Add users" button.

You will need to enter new user email (multiple user emails may be added in one invitation) and to select user type (type may be changed later). Then send an invitation to that user by clicking "Send invitation" button.

Manage organisation users

Select your organisation from the Organisations list and click on the Company users icon or "Manage users" button.

Managing Organisation users is also accessible from main UI sidebar (only for the Organisation administrators).

A list will open with all the users of your organisation. Main users are the Organisation administrators on SignSpace. Basic users are standard SignSpace users without administration rights. To edit user rights, click yellow button in that user's line.

Edit your profile

Edit your profile in SignSpace administration pages (accessible under Settings).

To edit user details, select the item by clicking Pen icon (items, which do not have a Pen icon, cannot be edited).

A new window will open with editable details. Make changes and click "Save".

Change your default avatar to a picture, which would help others better recognise you.

You may also check what permission you have in SignSpace. Basic user means that you have only the rights to use SignSpace. Main user means that you have administrator rights for your organisation and may manage organisation information and other users.

Active organisation account

SignSpace use is free of charge during pilot. After the pilot is over, in order to keep using full SignSpace functionality, including creation of new conversation threads and new signing requests, you will have to have an active paid organisation account, which provides SignSpace licence to a selected number of users. Different organisation account plan may be selected based on the needed number of SignSpace users.

Active organisation account will not be needed if you only need to:

• participate in thread conversations, created by others, but never create new conversations
• complete tasks and signing of digital content assigned to you, but never create them yourself

For organisation account plan see pricing scheme at https://signspace.com/pricing

COLLABORATION

View message/thread list

Use messages or threads list to keep up with your SignSpace activity and to navigate between conversations.

Threads list is accessible from "Threads" sidebar menu item. Threads list is a list of messages grouped into conversations by topic. Number in brackets shows how many messages are in the conversation. The list is sorted from the conversation with most recent new messages in it at the top. The list has indicators for unread messages (grey dot), indicators for messages where user is mentioned (blue dot), indicators if task or signing request is assigned to you (yellow dot). Clicking on the thread opens a detailed list of messages. First only messages requiring attention are listed (unread, assigned, etc.). Clicking on "All Messages" link opens full list of messages in that thread. Each message is a shortcut to navigate to that message location in thread - once message is selected, details view in the next column opens thread in that location.

All the other sidebar navigation menu items open messages list. The list is sorted from the most recent message at the top. The list has indicator for unread message (grey dot), message which mentions you (blue dot), message with activities assigned to you (yellow dot). If message has activities in it, preview of task or signing request is also shown. Selected message is marked by light blue background, while related messages from the same thread are marked with grey backgrounds.

Conversation thread

SignSpace workflow is arranged in conversation threads. One workflow is one conversation thread with a separate title. Use clear titles to make finding information easy later. This is ad-hoc type of workflow, where users naturally determine what will be the next step in the workflow: could be a simple reply message or a task assigned to specific persons. Currently available task options are simple task or signing request, but the list of task types will grow substantially after the pilot.

Thread may have several depth levels or branches. When participating in a conversation on one topic, simply reply to the last message on screen. But if you intend to reply to one of the specific previous messages, you may reply to it directly and create a separate conversation branch in the same thread. Navigation between branches is very easy through bredcrumb and forward links.

Create a new thread

To create a new conversation thread, you must be organisation user. Private users are not allowed to create new threads.

Create new conversation thread by clicking "+ New thread" button above the messages or threads list.

Enter new thread information in the modal window. The first message may be simple text message, signing request or task depending on the workflow need - each option will load respective input form to be filled in (at least mandatory fields market with red * must be filled in). When ready, click "Send" button. The new conversation will be created and first message sent to recipients.

Link thread to a space

Use spaces to categorise and manage your conversations.

If you are creating a new conversation thread, choose a space in the modal window form "Thread will belong to these spaces" input field. As you type, you will be provided with a list of spaces you have access to. Only existing space to which you have access may be used (new spaces first need to be created in spaces administration page).

If you are managing existing conversation thread, additional space may be added by clicking "+ Link to space" in the thread header. A pop-up will open with input field for space name. As you type, you will be provided with a list of existing spaces you have access to. Only existing space to which you have access may be used (new spaces first need to be created in spaces administration page).

Tag thread with labels

In the near future it will be possible to tag conversation thread and its messages with labels.

Labels may be added only from a predefined labels lists. You will see only the list of labels you have access too.

An applied label will be visible to all users in the conversation, who have access to that labels list.

Reply within a thread

Use reply to react to received message.

If you want to reply in the same conversation level, click "Reply" at the bottom of page.

Reply message form will open, where you may choose the type of reply: simple message, signing request or task. Based on your choice, fill in the required form and click "Send" - the message will be posted at the bottom of currently visible conversation messages. For your convenience at the bottom of the reply form all the users who have access to this thread are listed - they will see you message.

If you want to reply to a specific previous message, your reply will create a new deeper level branch in the conversation thread. This is useful when you want to comment on a specific previous message or create tasks related to a specific previous message. To do that, click on the Reply icon in the top right corner of the message you are replying to.

You will be moved to the deeper level branch with the standard reply form open.

Pick the type of message, fill in the information and click "Send". The message will be posted at the bottom of that branch message list. To go back to the previous thread level, use breadcrumb in thread header.

The branch you just created will be accessible through forward link from the main thread level.

Edit and delete messages

Message may be edited only before sending. Once posted, message may not be edited or deleted.

Edit message after sending feature will be available later.

Add files

To share files with other SignSpace users, attach them to messages. Files may be added to simple message, signing request or task.

To add file, click Attachment icon when creating new conversation thread or a new reply (located next to "Send" button).

System window will open with your computer file browser. Select the file to attach.

Selected file will be displayed in the reply form.

After sending the message, attached file will be visible in the posted message.

Maximum of 50 files may be attached to a message. Upload maximum limit is 25 MB size.

Only secure file uploads are allowed. Supported file types include common "white labeled" file types such as: PDF, DOC, XLS, PNG, JPG, etc.

Virus scanning for uploaded files is coming later.

View who can access the thread

The list of all users, who can access thread is available from conversation thread header pop-up.

The same list is also available in the reply form when posting a reply to thread or creating new thread.

There are 4 types of users, who may access a thread (all of them will be listed in the pop-up):

• Thread owners - there is at least one thread owner, who created the thread; more owners may be added by the initial tread owner. Thread owner is always representing an organisation (since private users are not allowed to create new threads). When adding a thread owner from another organisation, that organisation also becomes a shared owner of the thread.
• Thread members - these are all the users who were addressed in messages of the thread and granted access based on the specific thread access rules.
• Organisation administrators - thread owner is always using an organisation account to create a thread; general administrators of that organisation SignSpace account have access to all non-private threads created with that organisation user accounts.
• Space members - users of linked spaces may have access to a thread if thread access level allows - these users have read and write access to thread even if not addressed directly.

Rights for these 4 user types differ depending on the user type and the access level of specific conversation thread. Access level is named at the top of pop-up and indicated by an icon in front of the thread title.

Thread access levels

There are these different access levels. Choosing a thread access level impacts how new thread owners, thread members are added, whether admin users of the owner organisation have access. Specific rights for a specific thread are described in each section :

Add thread members

Adding thread members may be done in several ways.

Adding a user name/email to "Addressed to" field while creating new thread.

Adding a user name/email to "Add or @mention people" field when replying with a message or when creating signing request or task.

Adding a user name/email to "Signing required from" field of a signing request or to "Assigned to" field of a task.

Adding a user name/email to space members list of a space to which a thread belongs. The selected thread access level defines if the added space member has access to the thread.

If new user is added to thread, a notification will be displayed in thread after the message in which this new user was added.

When approval is needed based on thread access level, access request task is created for thread owner to take action. Thread owner has options to grant or to deny each access request.

Add thread owners

The option to add more thread owners will be available in near future.

Create a linked thread

In the near future it will be possible to branch off from existing conversation thread into a separate thread, which keeps links to its original "parent" thread, but is a separate conversation with its own access level and own recipients.

Linked threads will be useful for:

• Taking part of a conversation "off the record" with different stakeholders, who do not have time to follow a lot of information related to the whole topic.
• Splitting very large conversations into linked parts.
• Splitting conversations by project phase.
• Start a new task list, but keep it related to previous conversation.
• And many others.

Linked thread will allow to conveniently copy previous message contents, if they are needed for the linked discussion.

Visual links in the original and linked thread will show clear path to follow the whole communication process.

TASK MANAGEMENT

Create a task

If you are creating a new conversation thread, choose task tab in the new conversation modal window.

Fill in the input fields:

• Subject - write a clear title for the whole conversation.
• Thread will belong to these spaces - choose to which spaces to add this new conversation.
• Task title - write a clear title, which summarised this task.
• Assigned to - list people who are assigned to complete the task. They will appear in a separate list in the task.
• Message - write a more detailed explanation of what needs to be done.
• Add new or @mention existing thread members - add people here if you would like them to be notified about this task in messages list and by email.
• Access level - choose access level for this new thread.
• Add file attachments if needed.

When done, click "Send" and the new thread will be created as well as the task posted as the first message in the conversation.

If you are replying in an existing conversation, click on the Reply link and choose Task tab.

Fill in the input fields:

• Task title - write a clear title, which summarised this task.
• Assigned to - list people who are assigned to complete the task. They will appear in a separate list in the task.
• Message - write a more detailed explanation of what needs to be done.
• Add new or @mention existing thread members - add people here if you would like them to be notified about this task in messages list and by email.
• Add file attachments if needed.

When done, click "Send" and the new task will be posted as the last message in the conversation.

For a posted task, the status is indicated at the top. A list of assignees is visible in the task - if task is assigned to self, user sees the "Complete" button. If task is assigned to someone else, user sees "Complete on behalf" button next to that user's name (anyone may complete tasks for other people). If a task is assigned to you, you will also see a yellow dot outside the task box.

Complete a task

If you are assigned a task, to complete a task, click on the "Complete" button:

All the assignees must click "Complete" buttons for a task to move into Complete status (completing on behalf of other people is also possible).

If you are not assigned a task, but need to complete it, click on separate "Complete on behalf" buttons or complete a task by opening a drop list menu - any user with access to the conversation can do that.

Edit and delete task

Task contents may be edited only before sending it. Once posted, task may not be edited or deleted. When you need to change title, message, attached files, or assignees of a posted task, cancel the old task and create a new one.

It is possible to change only the status of the task: cancel, complete, reopen it.

To cancel a task, use the drop list menu (any user with access to the conversation may do that):

When a task is canceled or completed, the same drop list menu will have an option to reopen a task (any user with access to the conversation may do that):

DIGITAL SIGNING

Create a signing request

Any "white-listed" (secure) document format may be signed in SignSpace. The suggested upload format is PDF, however other document formats may also be uploaded. Only PDF format documents have an online preview. Other format documents need to be downloaded by the user in order to read the content before signing. Upon signing a PDF format document a document signature cover page is added to it. File of other format upon signing is packed into .zip file and the document signature cover page (in PDF format) is added to the .zip.

More than one file may be signed in one signing transaction.

If you are creating a new conversation thread, choose signing request tab in the new conversation modal window.

Fill in the input fields:

• Subject - write a clear title for the whole conversation.
• Thread will belong to these spaces - choose to which spaces to add this new conversation.
• Title - indicate a signing request title.
• Signing required from - list people who must sing the attached document or documents. These people will appear in a separate list in the signing request and will be invited to sign.
• Add file attachments for signing.
• Message - write a more detailed explanation of what needs to be done.
• Add new or @mention existing thread members - add people here if you would like them to be notified about this signing request in messages list and by email.
• Access level - choose access level for the thread.

When done, click "Send" and the new thread will be created as well as the signing request posted as the first message in the conversation and invited users are notified via email.

If you are replying in an existing conversation, click on the Reply link and choose Signing request tab.

Fill in the input fields:

• Title - indicate a signing request title.
• Signing required from - list people who must sing the attached document or documents. These people will appear in a separate list in the signing request and will be invited to sign.
• Add file attachments for signing.
• Message - write a more detailed explanation of what needs to be done.
• Add new or @mention existing thread members - add people here if you would like them to be notified about this signing request in messages list and by email.

When done, click "Send" and the new signing request will be posted as the last message in the conversation and invited users are notified via email.

For a posted signing request, the status is indicated at the top of the message. A list of signees is visible in the signing request - if you are in the list of signees, you will see the "Read and Sign" button. If signing request is assigned to someone else, a signing status is shown instead of the "Read and Sign" button.

Sender of the signing request is notified when signees sign the document or indicate that they cannot sign.

Sign a document

To sign a document, click on the "Read and Sign" button in the message.

Document preview will open.

NOTE: make sure to read all the documents if there is more than one document attached to signing request.

After reading the document, choose the appropriate option:

• "Sign" button proceeds to signing the document.
• "Cannot sign" takes you back to the initial message and changes your signing status to "Cannot sign". Signing request status is changed into Canceled. Sender of the signing request is notified about this status change. You are free to comment on your reasons as a reply to the message.
• "Go back" takes you back to the initial message without changing the signing status.

When "Sign" button is clicked, you will see a confirmation dialog. Clicking "Yes, sign the documents now" button will sign the document. Sender of the signing request is notified about the signing.

Access the signed document

The signed document is formed when the last user from the signee list completes signing. In case you download a document after you signed it, but at least one other signee still has not signed it, the document will not have a signature included.

When a PDF document is signed, the signed document will also be of a PDF format (document signature is added as additional page). When another type of document (non-PDF) is signed, the signed file and the document signature is packed into a .zip.

The signed document will also be stored in SignSpace for 10 years from the document signing. Even if other signees stop using SignSpace, you will be able to access the signing requests (and their documents) which you signed for 10 years from the time of signing.

Edit and delete signing request

Signing request contents may be edited only before sending it. Once posted, signing request may not be edited or deleted. When you need to change title, message, attached files, or signees of a posted signing request, cancel the old signing request and create a new one.

It is possible only to cancel signing request. No other changes are allowed.

To cancel a signing request, use the drop list menu (only the sender of the signing request may do that). If signing request is cancelled, all the "Read and Sign" buttons are removed for all unsigned users.

ORGANISE

Organise into spaces

Spaces are group collaboration areas within SignSpace for a project, unit, topic and so on. Spaces help to keep conversations, tasks and files organised.

Conversations may be assigned to one or more spaces.

Having access to a space does not automatically mean user will have access to all the conversations in that space. If conversation has a strict access level, user with only space access rights might not see that conversation unless directly invited to it.

Spaces are created and managed in SignSpace administration page (accessible under Settings).

Anyone may create spaces. The user who creates a space becomes space owner. To create a new space, click "+ New space" button and define:

• Space title
• Description of the space purpose
• Space members - users or organisations who will have member access to the space

Create space may be edited later to:

• Change space title
• Change space description
• Add or remove space members. However removing space member will only remove space access, not direct access to a thread if this user was also invited to a thread directly.

Access space contents

Content assigned to spaces, may be accessed separately for each space.

By default SignSpace loads all content from all spaces and includes conversations which are not assigned to any space.

Once a single space is selected, all the SignSpace screen components will show only content for that space. For instance: "To me" will only look for tasks assigned to me in that space; threads/messages will be empty if you do not have messages in that space and so on.

Organise with labels

In the near future it will be possible to tag conversation threads and separate messages with specific keywords. Used labels will appear in the thread header.

Labels will be used from predefined lists. Labels lists will be created and managed in SignSpace administration page (accessible under Settings).

Anyone will be able to create labels lists. The user who creates a list becomes list admin and will determine to whom the list will be available for use in tagging.

SIDE MENU AND SEARCH

Account switching

Current user account is indicated ar the to top of the sidebar. One specific account or all accounts may be selected.

Clicking on the user account area will open more options:

• Button to access to Organisation details.
• Link to settings.
• Log out link.
• List of other accounts to choose from (if user has more than one).

If user is Organisation admin, instead of "Organisation details", "Manage users" link is visible.

Side menu for quick filtering

Side menu provides quick way to filter out conversations you work with. Filter our by the specific type of conversation or message:

• Inbox - shows all received content.
• To me - shows only tasks and signing requests assigned to me
• Sent - shows only my sent messages.
• Starred - shows only messages I starred.
• Incomplete - shows all content with incomplete status.
• All messages - shows all received and sent content.
• Assigned to me - shows tasks and signing requests assigned to me and also may be filtered deeper by status.
• Assigned by me - shows tasks and signing requests assigned by me to others and also may be filtered deeper by status.

Search and filters

Search and filter functionality is located above the threads/messages list. These search and filter work on the content, which is selected in the side menu.

Enter keyword in the search line to search message titles and texts.

For predefined filter options, click filter icon on the right side of the search field. Select filter options by clicking checkboxes.

All active search and filter criteria are indicated on a blue line. To remove all active search and filter criteria at once, click white "x" on the right side of the blue line. To hide filter without removing the active criteria, clicking blue "x" in the top right corner of filter options area or blue Filter icon on the search line.